How to Back Up Your Files

How to back up files manually or by using the tools in Windows

Making backup copies of your information doesn't have to be a complicated process—a simple "copy and paste" will do the trick. Or if you're using Windows Vista or Windows XP, easy-to-use backup tools are just a few clicks away.

After you decide which files to back up and where to store your backups, you can start making backup copies of your important information.

Making backup copies manually

Regardless of what version of Windows you are using, you can use these steps to manually make a backup copy of any file or folder:

1. Right-click the file or folder to back up, and click Copy on the shortcut menu.
2. In My Computer, right-click the disk or external hard drive where you want to store the backup copy, and click Paste on the shortcut menu.

Windows Vista: How to use the Backup and Restore Center

The Backup and Restore Center in Windows Vista enables you to back up files when and where you choose using automated scheduling. To use the Windows Vista Backup and Restore Center:

1. Click the Start button, click Control Panel, click System and Maintenance, and then click Backup and Restore Center.
2. Click Back up files, and then follow the steps in the wizard. If you are prompted for an administrator password or confirmation, type the password or provide confirmation.

Using automated scheduling, you don't have to remember to periodically back up your data.

Windows XP Professional: How to use the built-in Backup utility

In Windows XP Professional, you can use the Backup utility to make copies of files, settings, or everything on your computer. You can use the utility to back up files on a schedule that you specify. To use the Backup utility:

1. Click Start, and select All Programs.
2. Select Accessories, select System Tools, and click Backup.
3. If this is the first time you've used the Backup utility, the first screen will be the Backup or Restore Wizard welcome window. Click Next and follow the instructions in the wizard.

For a step-by-step guide to using the wizard, see Windows XP Backup Made Easy.

Tip: If you don't know if you have Windows XP Professional, see: Find out which operating system your computer is using.

Windows XP Home Edition: How to add the Backup utility

If you're using Windows XP Home Edition and you want to use the Backup utility, you must manually add it by following these steps:

1. Insert your Windows XP CD into the drive. In My Computer, double-click the CD icon.
2. On the Welcome to Microsoft Windows XP screen, click Perform Additional Tasks.
3. Click Browse this CD.
4. In Windows Explorer, double-click the ValueAdd folder, then Msft, and then Ntbackup.
5. Double-click Ntbackup.msi to install the Backup utility.

Note: If you bought a computer with Windows XP Home Edition, the Backup utility should be on the disk that came with your computer. If you don't see the utility on the disk, contact the computer's manufacturer or visit their Web site for more information.

Protecting Your Backup Files

Tips for protecting your backup files

After you back up your files, it's important to keep your backup files safe so that they are available when you need them. Here are a few suggestions to help you protect them:

• Get your information out of the house or office. Keep your backups away from your computer in a separate room, in a fireproof box. If you use a safety deposit box to protect valuable paper documents, keep your backup disks there, too.
• Make more than one copy. Keep the backups in two separate locations, so if disaster strikes one area, you still have your secondary backup.
• Keep your storage tidy. From time to time, delete old files or use compression software to compress information so that it takes up less space, particularly if you are paying for storage.
• Protect your information with a strong password. Some media formats include password protection. Consider this feature if you are backing up personal information or other sensitive files.

Tip: Write down your password and keep it in a secure location, such as a safety deposit box, along with your will and other personal documents. This will allow your loved ones to retrieve your personal information if you can't.

Types of External Storage

Choosing an external storage format

External storage refers to any format that isn't on your computer. This can be hardware, software, or even a Web service. Many types of external storage are available, so you should balance the cost and convenience with the amount of information you are backing up.

Whether you use the Windows Vista Backup and Restore Center, the Windows XP Backup utility, or other backup software, you need a place to store your backup copies. If you can, use a storage system that gets your information out of the house-or office.

Here are the pros and cons of some popular types of external storage:

External drives such as hard disk drives, or the Zip drives developed by Iomega that use removable disks (called Zip disks) to store data.

Pros:

• Includes backup software.
• Provides a range of storage options.
• Zip drives can store up to 750 megabytes of data.
• External hard disk drives can store up to 250 gigabytes of data.

Cons:

• You must invest in the hardware and, in some cases, the disks.

CD-R or CD-RW drives to back up information to compact discs (CDs). The "R" in CD-R stands for "recordable;" the "RW" in CD-RW stands for "rewritable."

Pros:

• Many newer computers come with a built-in CD-R and/or CD-RW drive.
• CD-R and CD-RW discs can hold up to 700 megabytes of information.

Cons:

• You must buy a CD-R or CD-RW drive if your computer doesn't have one.
• It can be tricky to get the right amount of information onto a disc.

DVD-R or DVD-RW drives to backup information to DVDs.

Pros:

• Many new computers offer DVD-R or DVD-RW drives as options.
• One DVD can store many gigabytes of information.

Cons:

• You must buy a DVD-R or DVD-RW drive if your computer doesn't have one.
• The drive may not come with backup software.

Online backup and storage, such as Iomega iStorage, which lets you save your files online and retrieve them over the Internet when you need them.

Pros:

• Online storage automatically gets your information out of your home or office.
• Includes download and backup software.

Cons:

• You may pay a monthly fee for backing up and storing your files online.
• If the company's servers go down, you may be unable to access your files.
• If the company is attacked by hackers, your information could be stolen.
• If the company goes out of business, you could lose your backup resource and need to find another solution.